Note on Database Management System MS-Access

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Database Management System is a software that manages data stored in the database. Example: MS-Access, FoxPro, Oracle, etc.

Data

Data are the facts or figures obtained from various sources.

Information

Information is the processed data.

Database

Database is the collection of data or related information.

Advantage of DBMS

It reduces data redundancy.

It creates link with different user and programs.

Easy for adding, editing and removing of data.

It provides better interacting environment to the user.

Disadvantages of DBMS

Costly and time consuming procedure

Qualified personnel to operate.

Additional hardware and software may be required.

Access

Microsoft Access is a database management system which is used to collect, store and manage information as well as run reports. It provides facility to store the data in structured was and ways to organize the data and retrieve them as required by user. It is a relational database management system. Data are stored in more than one table to avoid data redundancy.

Field

A field is a piece of information about an element which may be a person, student or employee.

Record

A collection of related field is called record.

Different aspects of MS-Access

1. Table:

A table is a collection of records or group of records. A table contains a number of rows and columns.

Importance of Table

To store the data about specific table.

It holds the main information.

Way to create table

Design View

Using Wizard

2. Forms:

A form is a database object which is designed to enter records and edit the existing records easily.

Importance of forms

It is used to make modification or addition of the data directly into the table.

To view the table in user defined manner.

Ways to create forms

Form view

Design view

Datasheet view

3. Query:

A query is simply a more formal way to sort and filter data stored in the database.

Methods to create queries are :

Design view

Simple query wizard

Cross tab query wizard

Importance of query

It displays the result of different tables.

It sorts and filters the data.

Types of query

Update query:Update query allows the user to make global changes to a group of records in one or more tables

Select query: A select query is the most common category and is used for existing information from one or more tables in a database. The result of a select query are displayed in a datasheet for viewing or editing, or used as the basis for a form or report.

Sorting

Sorting means organization of database so that the information we need most is easily available in ascending/descending order.

Report is a very important object of database. A report is an effective way of presenting your data in a printed format or an screen soft copy.

Importance of report

You can view report on your screen before printing it.

It allows complete output of the processing database.

Creating report

Report wizard

Auto Report

DBMS Terminologies

Data type

Data type is the type which is used to declare variable names, variable types and sizes for various operations.

Data redundancy

Data redundancy means the repetition of data in a database.

Computerized database

The database which is run on computer is called computerized database.

Non computerized database

The database which is run on paper is called non computerized database.

Cell

A cell is an intersection of rows and columns.

Database Management System is a software that manages data stored in the database. Example: MS-Access, Fox Pro, Oracle, etc.

Microsoft Access is a database management system which is used to collect, store and manage information as well as run reports.

There are different object in database. They are Table, Form,Query,Report.

Data type is the type which is used to declare variable names, variable types and sizes for various operations. The various data types are Text , Number Memo, Auto Number Currency, Date/ Time, Yes/No, Look up Wizard.

A table is a primary block of a database which stores all the data in rows and columns.
We need to create multiple table on MS Access because tale is a container that helps to stores multiple data in the forms of rows and columns.

Select query is a most common type of query that retrives data from one or more tables and displayed the result in a datasheet. You can also use a select query to group records and calculate sums, counts and average, minimum and maximum. An action query is also type of query that makes changes or updates many records in just one operation.